Administrative Coordinator

Texas A&M•College Station, TX

10d•$45,000

About The Position

The Administrative Coordinator I works under general supervision and provides administrative support for a unit or specialized activity to include the exercise of discretion and independent judgement with respect to matters of significance.

Requirements

Bachelor's degree or equivalent combination of education and experience
Two years of experience in office administration
Ability to multitask and work cooperatively with others
Knowledge of word processing, spreadsheet, database, and presentation applications
Interpersonal and communication skills
Planning and organization skills
This position is security sensitive
This position requires compliance with state and federal laws/codes and Texas A&M University System/TAMU policies, regulations, rules and procedures
All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and University safety requirements

Responsibilities

Administrative Operations Management
Oversees planning and execution of administrative operations
Maintains daily office calendar and appointment monitoring
Reviews and monitors project and program timelines and proactively identifies issues
Coordinates office records retention and maintains reference materials
Coordinates inventory and maintenance of office supplies and equipment
Researches and responds to inquiries about office procedures and processes
Coordinates logistical arrangements for travel, meetings, and events
Develops and maintains administrative office procedures
Reviews and signs documents for supervisors
Serves as primary or backup administrative support to assigned functional areas
Provides administrative support for executive staff and various team members
Coordinates meetings, conferences, and special events
Ensures compliance with office policies and procedures
Assists with content and maintenance of office website
Provides support for exam processing and assessment platforms
Compiles and distributes candidate itineraries and schedules for interviews
Coordinates logistical arrangements for staff events and meetings
Enter, update, and maintain data within the State of Texas Legislative Budget Board (LBB) system, ensuring accuracy and compliance with reporting requirements
Manage and maintain insurance certificates within the Origami software platform, ensuring documentation is current and properly recorded
Provide support for the departmental help desk ticketing system, including monitoring, routing, and assisting with resolution of service requests
Support the Historically Underutilized Business (HUB) Program by assisting with monthly, semi-annual, and annual reporting requirements, as well as reviewing and processing HUB Subcontracting Plan (HSP) packets for completeness and compliance
Post procurement solicitations to the State of Texas Electronic State Business Daily (ESBD) in accordance with applicable statutes and internal procedures
Coordinate and maintain calendars for the Executive Director and Director, including scheduling meetings and managing appointments
Serve as the initial point of contact for the department by answering and directing calls on the main phone line in a professional manner
Perform additional administrative and operational duties as assigned to support departmental objectives
Monitors compliance with office policies and procedures
Analyzes requirements for projects or initiatives
Provides technical information regarding administrative procedures
Assists in establishing procedures to ensure compliance with regulations
Supervises and trains student workers and support staff
Assists in the development of processes for student onboarding